Provide office support services in order to ensure efficiency and effectiveness within the Office
• Receive, direct and relay telephone messages and fax messages
• Direct the general public to the appropriate staff member
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Make preparations for meetings
• Respond to public inquiries
• Provide word-processing and secretarial support
• Type confidential documents on a word processing system
• Drafts routine correspondence to respond to enquiries in respect to relevant administrative, financial audit, personnel matters.
• Performs other related administrative duties, as required (e.g., operational travel programme; monitoring accounts and payment to vendors and contractors for services; physical space planning; identification of office technology needs and maintenance of equipment, software and systems; organizing and coordinating seminars, conferences and translations).
• May be responsible for guiding, training, and supervising the work of more junior staff.
Maintain office records
• Design filing systems
• Ensure filing systems are maintained and up to date
• Define procedures for record retention
• Ensure protection and security of files and records
• Ensure effective transfer o files and records
• Transfer and dispose records according to retention schedules and policies
• Ensure personnel files are up to date and secure
4. Maintain office efficiency
• Plan and implement office systems, layout and equipment procurement
• Maintain and replenish inventory
• Check stock to determine inventory levels
• Anticipate needed supplies
Reports To:General Manager
computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level
High school diploma or equivalent.
Several years of experience in administrative services, finance, accounting, audit, human resources or related area.
Fluency in English and Amharic, both verbal and written, is required
The Executive Secretary will have to manage a number of requests and situations at one time. Stress may be caused by the need to complete tasks within tight deadlines.
The Executive Secretary will have to spend long hours sitting and using office equipment and computers which can cause muscle strain. The Executive Secretary may also have to do some light lifting of supplies and materials from time to time.
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